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Gate Arm Policy Operating Procedure

Number: RMEHS.002
Date: February 21, 1997

1.0 Purpose

This operating procedure establishes the approach the Office of Risk Management and Environmental Health & Safety at Southern Methodist University will take upon notice that a parking lot gate arm has allegedly malfunctioned and subsequently caused damage to a moving vehicle or a person.

2.0 Scope

This operating procedure applies to the reporting and investigation of all incidents that result in:

  • Physical damage to a motor vehicle (i.e. automobile or truck)
  • Bodily injury to persons

2.1 Damage to pedestrians, motorcyclists, and bicyclists

Pedestrians, motorcycles, and bicycles are prohibited from using the gate arms for entry/exit on campus. Effective 2/1/97, claims for damages resulting from any of the aforementioned attempting to use the gate arms will be denied.

3.0 Responsibilities

3.1 The Office of Risk Management shall participate in the recordkeeping, incident investigation and the ultimate determination concerning the disposition of any resultant claims.

3.2 When deemed necessary, the Physical Plant Department shall participate in the investigation of a claim by investigating all incidents which result in a claim for damages. Investigation of reported incidents which do not result in damages may be deemed necessary based upon the frequency or severity of incidents reported. It is also the responsibility of the Physical Plant Department to assure that signage which prohibits the use of the gate arm for bicycles, motorcycles, and pedestrians is in place at each gate arm location.

3.3 The Department of Public Safety shall participate in the investigation of an incident when a report is called in to them by recording all appropriate information, taking photographs (if deemed necessary and time permits) and by reporting the incident to the Office of Risk Management and Environmental Health & Safety.

4.0 Reporting Procedures

4.1 All notice of gate arm incidents are to be reported to the Office of Risk Management and Environmental Health & Safety. The Office of Risk Management will obtain all pertinent information related to the incident and shall make the determination whether further action should be taken. A summary of the incident will be forwarded to Physical Plant with a request for investigation if deemed
necessary.

5.0 Investigation Procedures

5.1 Initial Report Of An Incident That Is Not Accompanied By a Claim for Damages

Upon report of an incident the Office of Risk Management shall obtain the following information:

  • Name(s) of person involved;
  • Gate Arm Location;
  • Date of incident;
  • Time of incident.

5.2 Initial and/or Subsequent Report of An Incident That Is Accompanied By a Claim for Damages

Upon report of an incident that is accompanied by notice of a claim for payment of damages the Office of Risk Management shall obtain the following information:

  • Name of person(s) involved;
  • Gate Arm Location;
  • Date of incident;
  • Time of incident;
  • If applicable, the detailed report filed by DPS;
  • If deemed necessary, photographs taken of the vehicle involved;
  • A written statement from the Physical Plant Department summarizing their objective findings of the result of their investigation of the gate arm (for possible malfunction);
  • Sworn statement of facts by the party alleging the damage;
  • If applicable, a sworn statement of the facts from witnesses present;
  • Two estimates of the repair for damages from reputable companies.

5.3 Investigative Findings

After gathering all of the pertinent information mentioned in the previous section, the Office of Risk Management and Environmental Health & Safety shall make a determination as to whether to accept or deny the claim for payment of damages. Notice shall be given to the claimant.

6.0 Payment of Claims

6.1 When a claim for physical damage is accepted, payment shall be made payable directly to the repair shop or, if accompanied by a paid receipt for the repairs from the repair shop, may be made payable to the claimant. RMEH&S reserves the right to pay the lower of the two estimates referenced in Section 5.2 above.

6.2 In the case of bodily injury, the payment for accepted medical expenses should be made payable to the claimant only when accompanied by an itemized bill for services performed.